Welcome to the NHSmail Local Administrator webinar

Transcription

1 Welcome to the NHSmail Local Administrator webinar The webinar will begin at 11am. Participant lines will be muted during the presentation. The video option will be turned off. The webinar will be recorded. We will not be taking questions / comments via the chat facility during this session we will provide further detail about this at the start of the webinar. 1

2 NHSmail Local Administrator webinar Wednesday 23 January 2019 at 11am

3 Agenda Anti-spoofing General service information o Business Continuity and Disaster Recovery (BCDR) testing o Closed organisations Service updates o Account management lifecycle o Skype for Business desktop control o Local helpdesk contact details in People Finder 3

4 Anti-spoofing David Middleton Service Management, NHS Digital 4

5 Anti-spoofing The anti-spoofing project has been introduced to prevent the practice of spoofing from a source over the internet which imitates being from address. communications are being sent to the top spoofing organisations, Chief Clinical Information Officer (CCIO) / Chief Information Officer (CIO) community, Local Administrators and users. Weekly spoofing calls are being held with individual organisations and we are providing reports on their specific spoofed s. Guidance, and numbers, can be provided for individual organisations requiring specific help by contacting feedback@nhs.net Downward trend of the numbers of spoofed continues, 55% reduction 262k now from 590k. Anti-spoofing policy change will be reintroduced Tuesday 12 February 2019 which will move s into the Junk folder. Phase 2 of the project (to block spoof s from the NHSmail service completely) will be confirmed at a later date. 5

6 Anti-spoofing Typical software applications in scope: HOOF - Identified four suppliers BOC, Air Liquide, Dolby Vivisol, Baywater Healthcare Datix new version of software available v Condeco contact in progress PECOS aware and able to support organisations with spoofing changes SafeGuard advice is to follow NHSmail published guidance Scan to mail advice and guidance - Xerox, Canon, Ricoh aware and able to support spoofing changes Mass mailer product advice and guidance - Mailchimp guidance has been published Mail relay option not supported within NHSmail, review Applications Guide Organisations with forwarder rules will need to follow NHSmail published guidance to avoid spoofing 6

7 What action do I need to take? Discuss the spoofing change with your local IT Director/ Senior Information Risk Officer (SIRO) / CIO to confirm what actions have already been put in place and ensure they are aware what will happen on 12 February If no action has been taken, complete a self assessment of the typical software applications listed or those that interlink with NHSmail to gauge impact on your organisation. Using the guidance, ensure an action plan is put into place to stop spoofing. Communicate with your user base, advising them to check their Junk folder, perhaps highlighting the Junk folder by adding it to favourites. If help is required, please contact feedback@nhs.net Join the weekly spoofing call, details can be requested from feedback@nhs.net Specific Local Administrator spoofing call with be held on 6 February

8 Additional resources Further information is available within the Policy and Guidance pages under General Guidance > Anti-spoofing controls Guidance on spoofing Applications Guide Portal Local Administrator Guide 8

9 Questions? 9

10 General service information David Middleton Service Management, NHS Digital 10

11 Business Continuity and Disaster Recovery (BCDR) testing Business Continuity and Disaster Recovery (BCDR) testing will be taking place over the weekend of the 2 / 3 March We do not expect any impact on end users during the course of the testing, however Local Administrators should review their local business continuity arrangements as a precaution. If there are any organisations involved in self-migration NHSmail activity, a pause should be planned over the BCDR test weekend. Organisations who have hard-coded IP addresses to the NHSmail Relay rather than using relay.nhs.uk may encounter some disruption. 11

12 Closed organisations Clean-up work has started, to remove closed organisations from the NHSmail service. This will help ensure that all NHSmail accounts reside within open organisations that are legal entities and that are responsible for ensuring information governance compliance and good practice. Local Administrators, shared mailbox owners and users of active accounts within closed organisations will be contacted, to initiate this process. 12

13 Questions? 13

14 Service updates Tom Blackmore Service Management, Accenture 14

15 Account management lifecycle Local Administrators will be aware of the ongoing deletion of eligible accounts, which has been running on a weekly basis since October 2018 as part of the account management lifecycle hygiene process. We are increasing the number of deletions that will take place each week from 15,000 to a maximum of 30,000 accounts, subject to the identification of eligible accounts in line with the Data Retention and Information Management Policy. Accounts in scope for deletion each week will continue to be issued with communications two weeks ahead of the deletion activity. Local Administrators can now restore accounts in a deleted status if required via the User Management screen in the NHSmail Portal. Further guidance is available in the Portal Local Administrator Guide, in section Restoring an account. 15

16 Skype for Business desktop control A new feature in Skype for Business is now available, allowing an NHSmail user to delegate control of their applications or desktops that they are sharing during a conference session. This will only be available between nhs.net users. The Skype for Business User Guide is currently being updated with further details. 16

17 Local helpdesk contact details in People Finder Local Administrators are now able to update the Local Support and Telephone number fields within the Manage Organisation screens in the Portal. The information populated in these fields is now more prominent on the People Finder pages where an organisation s Local Administrators are listed. The aim is to ensure that where a local IT support function exists, users are directed to that function for NHSmail issues and requests rather than contacting Local Administrators directly. The Portal Local Administrator Guide has been updated with further details on how to change the information held in these fields, in section Viewing and editing organisation attributes. 17

18 Questions? 18

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